ICS Task Force, Sub-Group for Forms,

Status Boards and Planning Procedures

ICS FORMS for Oil Spill Response

The Task Force mandate was to utilize standard ICS forms when ever possible, only making modifications where the nature of oil spill response required specific changes. To this end, of the 27 standard ICS forms listed in the FireScope Field Operations Guide (FOG), one was significantly customized for oil spill response (ICS -OS-209), and five others (201, 202, 203, 204 and 220) were slightly modified and if required the original ICS forms could be used in place of these. There were seven new forms created including: Meeting Schedule (ICS-OS-230), Meeting Description (ICS-OS-231), Resources at Risk Summary (ICS-OS-232), IAP Cover Sheet for IC/UC, Executive Summary, Incident Information Sheet, and the General Plan.

Form changes are summarized below:

• The only significant changes to the 201 form appear in the addition of the Unified Command and Staff Officers on page 3 and on the column headings on the Resource Summary on page 4.

• The changes to the 202 form include: 1) the breakout of Overall Incident Objectives and Objectives for the specified Operational Period, 2) referencing the Tides and Weather to attached sheets, 3) the addition of time of Sunrise and Sunset fields and 4) the addition of the Resources at Risk Summary to the list of attachments.

• Changes to the 203 form are: the use of Tactical instead of Attack and Transportation instead of Ground Support, adding a Fixed-wing Coordinator, and changes to reflect the Unified Command.

• On the 204 form the reference to the Air Attack supervisor is deleted, a column is added for Phone numbers, field 7 is labeled "Assignments", and the "Safety Message" is added to field 8.

• The ICS-OS-209 form is completely redesigned to reflect the type of summary information needed in a spill response. (It should be understood that much of the information required to fill out a 209 form will not be available at the beginning of a response and may not be available until much later.)

• The oil version of the Air Operations Summary, form 220, replaces the word "Attack" with "Tactical" and adds an Air Support Supervisor to the original form.

NOTE: There are a number of the standard ICS forms that were not changed because they can be used in their standard format for oil spill response.

August 1995



INCIDENT BRIEFING (ICS FORM 201)

Purpose. The Incident Briefing form provides the Incident Commander (and the Command and General Staffs assuming command of the incident) with basic information regarding the incident situation and the resources allocated to the incident. It also serves as a permanent record of the initial response to the incident.

Preparation. The briefing form is prepared by the initial Incident Commander for presentation to the relieving Incident Commander along with a more detailed oral briefing.

Distribution. After the initial briefing of the Incident Commander and General Staff members, the Incident Briefing is duplicated and distributed to the Command Staff, Section Chiefs, Branch Directors, Division/Group Supervisors, and appropriate Planning and Logistics Section Unit Leaders. The sketch map and summary of current action portions of the briefing form are given to the Situation Unit while the Current Organization and Resources Summary portion are given to the Resources Unit.

Item # / Item Title / Instructions
1. / Incident Name / Print the name assigned to the incident.
2. / Date Prepared / Enter date prepared (month, day, year).
3. / Time Prepared / Enter time prepared (24-hour clock).
4. / Map Sketch / Show the total Area of Operations, the incident site, overflight results, trajectories, impacted shorelines, or other graphics depicting situation and response status on a sketch or attached map.
5. / Prepared By / Enter the name and position of the person completing the form.
6. / Summary of Current Actions / Enter the strategy and tactics used on the incident and note any specific problem areas.
7. / Current Organization / Enter on the organization chart the names of the individuals assigned to each position. Modify the chart as necessary.
8. / Resources Summary / Enter the following information about the resources allocated to the incident.
Resource(s) / Identifier / Enter the agency, type and kind of resource with its Identifier (e.g., radio call-sign, vessel name, license plate, etc.).
Quantity / Enter the number or size of the ordered resource(s).
ETA/On Scene / Enter the estimated arrival time and/or put a checkmark in the “on scene” column upon arrival.
Location/Assignment/Status / Enter the location of the resource, the actual assignment and the status of the resource if other than working.
*NOTE / Additional pages may be added to ICS-201 if needed.

INCIDENT ACTION PLAN (IAP)

Purpose. An Incident Action Plan documents the actions developed by the Incident Commander and Command and General Staffs during the Planning Meeting. When all attachments are included, the plan specifies the control objectives, tactics to meet the objectives, resources, organization, communications plan, medical plan, and other appropriate information for use in tactical operations.

INCIDENT ACTION PLAN

1.Incident Action Plan Cover Sheet

2.Response Objectives, ICS Form 202

3.Organization Assignment List, ICS Form 203

4.Division Assignment List, ICS Form 204

5.Radio Communications Plan, ICS Form 205

6.Medical Plan, ICS Form 206

7.Incident Map(s) (present situation and future trajectories and plans)

8.Traffic Plan

9.Resources at Risk Summary, ICS-OS-232

10.Other forms/sheets as needed for tactical response.

Preparation. An Incident Action Plan is completed following each formal planning meeting conducted by the Incident Commander and the Command and General Staff. The plan must be approved by the Incident Command prior to distribution.

Distribution. Sufficient copies of the Incident Action Plan will be reproduced and given to all supervisory personnel at the Section, Branch, Division/Group and Unit leader levels.

August 1995

The Incident Action Plan Cover

Purpose. The Incident Action Plan Cover, is the first page of an Incident Action Plan and is the approval and comments sheet for the Unified Command. The Incident Action Plan Cover is followed by the Response Objectives form, ICS Form 202.

Preparation. An Incident Action Plan Cover is completed by the Planning Section just prior to submittal of the IAP for the approval of the Unified Command.

Distribution. The Incident Action Plan Cover will be reproduced with the IAP and given to all supervisory personnel at the Section, Branch, Division/Group and Unit leader levels.

Item # / Item Title / Instructions
Incident Name / Print the name assigned to the incident.
Incident Number(s) / Federal, State and RP tracking numbers as appropriate.
Date Plan Prepared / Enter date prepared (month, day, year).
Operational Period / Enter the time interval for which the plan applies. Record the start date and end date and the start time and end time.
Approved By / Enter the names of the OSC, State IC and RP approving the plan.
The area below the approval signatures can be left blank or used for Unified Command comments.

August 1995

RESPONSE OBJECTIVES FORM (ICS FORM 202)

Purpose. The Response Objectives Form describes the basic incident strategy, control objectives, and provides weather, tide, and current information and safety considerations for use during the next operational period. The Attachments list at the bottom of the form also serves as a table of contents for the Incident Action Plan.

Preparation. The Response Objectives Form is completed by the Planning Section following each formal Planning Meeting conducted in preparation for the Incident Action Plan.

Distribution. The Response Objectives Form will be reproduced with the IAP and given to all supervisory personnel at the Section, Branch, Division/Group and Unit leader levels.

Item # / Item Title / Instructions
NOTE: ICS 202, Response Objectives, serves as part of the IAP which is not considered complete until attachments are included.
1. / Incident Name / Print the name assigned to the incident.
2. / Date Prepared / Enter date prepared (month, day, year).
3. / Time Prepared / Enter time prepared (24-hour clock).
4. / Operational Period / Enter the date and time interval for which the form applies.
5. / Overall Incident Objective(s) / Enter short, clear and concise statements of the objectives for managing the response. The overall incident objectives usually apply for the duration of the incident.
6. / Objectives for specified Operational Period / Enter short, clear and concise statements of the objectives for the incident response for this operational period. Include alternatives.
7. / Safety Message for the specified Operational Period / Enter information such as known safety hazards and specific precautions to be observed during this operational period. If available, a safety message should be referenced and attached.
8. / Weather / Attach a sheet with the observed and predicted weather.
9. / Tides / Attach a sheet with the tidal prediction information for the specified operational period.
10. / Sunrise/Sunset / Enter predicted times for sunrise and/or sunset during the specified operational period.
11. / Attachments / Check the box for any form to be attached to the IAP.
12. / Prepared By / Enter the name of the Planning Section Chief completing the form.

August 1995

ORGANIZATION ASSIGNMENT LIST (ICS FORM 203)

Purpose. The Organization Assignment List provides ICS personnel with information on the units that are currently activated and the names of personnel staffing each position/unit. It is used to complete the Incident Organization Chart (ICS Form 207) which is posted on the Incident Command Post display.

Preparation. The list is prepared and maintained by the Resources Unit under the direction of the Planning Section chief.

Distribution. The Organization Assignment List is duplicated and included in the Incident Action Plan.

Item # / Item Title / Instructions
An Organization Assignment List may be completed any time the number of personnel assigned to the incident increase or decrease or a change in assignments occurs.
1. / Incident Name / Print the name assigned to the incident.
2. / Date Prepared / Enter date prepared (month, day, year).
3. / Time Prepared / Enter time prepared (24-hour clock).
4. / Operational Period / Enter the time interval for which the assignment list applies. Record the start time and end time and include date(s).
5. thru 10. / Enter the names of personnel staffing each of the listed positions. Use at least first initial and last name. For Units indicate Unit Leader and for Divisions/Groups indicate Division/Group Supervisor. Use an additional page if more than three branches are activated. If there is a shift change during the specified operational period, list both names separated by a slash (/).
11. / Prepared By / Enter the name of the Resources Unit member preparing the form. Attach form to the Incident Action Plan.

August 1995

ASSIGNMENT LIST (ICS FORM 204)

Purpose. The Assignment List(s) is used to inform Operations Section personnel of incident assignments. Once the assignments are agreed to by the Incident Command and General Staff, the assignment information is given to the appropriate Units/Divisions/Groups.

Preparation. The Assignment List is normally prepared by the Resource Unit using guidance from the Response Objectives (ICS Form 202), the Operational Planning Worksheet (ICS Form 215) and Operations Section Chief. The Assignments List must be approved by the Planning Section Chief. When approved, it is included in the Incident Action Plan.

Distribution. The Assignment List is duplicated and included in the Incident Action Plan. In some cases, assignments may be communicated via radio.

Item # / Item Title / Instructions
A separate sheet is used for each Division or Group.
1. / Branch / Enter the Branch name.
2. / Division/Group / Enter the Division/Group name.
3. / Incident Name / Print the name assigned to the incident.
4. / Operational Period / Enter the time interval for which the form applies. Record the start time and end time and include date(s).
5. / Operations Personnel / Enter the name of the Operations Chief, applicable Branch Director and Division Supervisor.
6. / Resources Assigned This Period / For each Strike Team, Task Force or single resource assigned to the Division, list the resource identifier, leader name, phone number and total number of personnel . Check (√) if transportation is needed, and give drop off and pick up points and times as needed.
7. / Assignments / Provide a statement of the tactical objectives to be achieved within the operational period. Include any special instructions for individual resources working within the Division.
8. / Special Instructions / Enter statement calling attention to any safety problems or specific precautions to be exercised or other important information.
9. / Division Communication Summary / The Communication Unit provides this information on the form for Command, Divisions, Tactical, Support, and Ground-to-Air frequencies.
10. / Prepared By / Enter the name of the Resources Unit Member completing the form.
11. / Approved By / Enter the name of the person approving the form (usually the Planning Section Chief).

August 1995

RADIO COMMUNICATIONS PLAN (ICS FORM 205)

Purpose. The Incident Radio Communications Plan provides, in one location, information on all radio frequency assignments for each operational period. The plan is a summary of information obtained from the Radio Requirement Worksheet (ICS Form 216) and the Radio Frequency Assignment Worksheet (ICS Form 217). Information from the Radio Communications Plan on frequency assignments is normally placed on the appropriate Assignment List (ICS Form 204).

Preparation. The Incident Radio Communications Plan is prepared by the Communications Unit Leader and given to the Planning Section Chief. Detailed instructions on preparing this form may be found in ICS 223-5, the Communications Unit Position Manual.

Distribution. The Radio Communications Plan is duplicated and given to all recipients of the Incident Action Plan including the Incident Communications Center. Information from the plan is normally placed on the appropriate Assignment List(s) (ICS Form 204).

Item # / Item Title / Instructions
1. / Incident Name / Print the name assigned to the incident.
2. / Date/Time Prepared / Enter date (month, day, year) and time prepared (24-hour clock).
3. / Operational Period
Date/Time / Enter the date and time interval for which the Radio Communications Plan applies. Record the start time and end time and include date(s).
4. / Basic Radio Channel Utilization System / Enter the radio system(s) assigned and used on the incident (e.g., CLEMARS, Region 9 Emergency System).
Channel Number / Enter the radio channel numbers assigned.
Function / Enter the function each channel number is assigned (i.e., command, support, division tactical, and ground-to-air).
Frequency / Enter the radio frequency tone number assigned to each specified function (e.g., 153.400).
Assignment / Enter the ICS organization assigned to each of the designated frequencies (e.g., Branch I, Division A).
Remarks / This section should include narrative information regarding special situations.
5. / Prepared By / Enter the name of the Communications Unit Leader preparing the form.

August 1995

MEDICAL PLAN (ICS FORM 206)

Purpose. The Medical Plan provides information on incident medical aid stations, transportation services, hospitals and medical emergency procedures.

Preparation. The Medical Plan is prepared by the Medical Unit Leader and reviewed by the Safety Officer.

Distribution. The Medical Plan may be an attachment to the Response Objectives Form (ICS 202), or information from the plan pertaining to incident medical aid stations and medical emergency procedures may be taken from the plan and placed on the Assignment List(s) (ICS Form 204)

Item # / Item Title / Instructions
1. / Incident Name / Print the name assigned to the incident.
2. / Date Prepared / Enter date prepared (month, day, year).
3. / Time Prepared / Enter time prepared (24-hour clock).
4. / Operational Period
Date/Time / Record the date and time of the Operational Period for which this plan is in effect.
5. / Incident Medical Aid Stations / Enter name and location of incident medical aid stations (e.g., Cajon Staging Area, Cajon Camp Ground) and indicated with a √ if paramedics are located at the site.
6. / Transportation
A. Ambulance Services / List name and address of ambulance services (e.g., Shaeffer, 4358 Brown Parkway, Corona). Provide phone number and indicate if ambulance company has paramedics.
B. Incident Ambulances / Name of organization providing ambulances and the incident location. Also indicate if paramedics are aboard.
7. / Hospitals / List hospitals which could serve this incident. Hospital name, address, the travel time by air and ground from the incident to the hospital, phone number, and indicate with a √ if the hospital has a burn center and/or a helipad.
8. / Medical Emergency Procedures / Note any special emergency instructions for use by incident personnel.
9. / Prepared By / Enter the name of the Medical Unit Leader preparing the form.
10. / Reviewed By / Obtain the name of the Safety Officer who must review the plan.

August 1995

DAILY MEETING SCHEDULE (ICS FORM OS-230)